Systems and methods for email attachment routing in a client management system

ABSTRACT

A method includes defining a database accessible to a plurality of users having respective user IDs and organized to include information for a plurality of matters and, for each matter, the database include fields configured to store a name of a client, and fields describing the client, a files location associated with the matter, and a notes location associated with the matter, the database further including reports locations associated with respective users; in response to receiving an email having a subject line, body, and attachment: determining whether the email subject line contains a user ID and, in response to the subject line containing a user ID: determining if the email was sent from a preapproved sender and, if not rejecting the email; and detaching the attachment from the email and placing the attachment in the reports location for the user having a user ID matching the user ID in the subject line of the email. Other systems and methods are provided.

CROSS REFERENCE TO RELATED APPLICATION

This is a continuation-in-part of copending U.S. patent application Ser.No. 15/828,382 filed Nov. 30, 2017, and incorporated herein byreference.

TECHNICAL FIELD

The technical field also comprises database and file management. Thetechnical field also comprises operator interface processing.

BACKGROUND

Various types of businesses use and maintain data related to thecompany's business, such as information about customers, existingprojects, business opportunities, and completed projects. The data isstored in a database that is accessible to company employees.

To facilitate effective use of data, many business organizations have asystem to help manage the company's interactions with customers, clientsand sales prospects, commonly known as a customer relationshipmanagement (CRM) system or client management system (CMS).

SUMMARY

Various embodiments provide a system including a server configured to beaccessed by client workstations, the server including processor and amemory coupled to the processor, the memory defining a plurality ofdatabases, the databases including fields for respective client matters,and the databases including a plurality of notes including text, forrespective matters, and a plurality of buzzwords and addresses fordescriptive pages, the server being configured to: associate respectivebuzzwords with descriptive pages; generate a user interface including atext editing screen area in which a user can type or edit text for anote, the text including a plurality of terms; perform a spell check onterms in the text editing screen area, and also compare terms to thebuzzwords and, and, in response to a term being misspelled, indicatingthat the term is misspelled in the text editing screen area, and, inresponse to a term matching a buzzword, indicating that the matchingterm is a buzzword in the user interface in a manner different fromwhich misspelled terms are indicated; and display the descriptive pageassociated with the typed buzzword in response to the user interactingwith the buzzword area of the user interface.

Other embodiments provide a method including providing a serverconfigured to be accessed by client workstations, the server including amemory and a processor coupled to the memory; defining a plurality ofdatabases in the memory, the databases including fields for respectiveclient matters, and the databases including a plurality of notes forrespective matters, the notes including text, and the databasesincluding a plurality of buzzwords; associating respective buzzwordswith descriptive pages; generating a user interface including a textediting screen area in which a user can type text for a note, the textincluding a plurality of terms; comparing terms to the buzzwords and, inresponse to a term matching a buzzword, indicating that the matchingterm is a buzzword in the user interface; and displaying the descriptivepage associated with the typed buzzword in response to the userinteracting with the buzzword indicating area of the user interface.

Still other embodiments provide a method for displaying notes associatedwith a matter in a client management system on a graphical userinterface, the method comprising storing a list of buzzwords in amemory; displaying a list in a note list display region, the listincluding a plurality of rows, each row being associated with a noteincluding text, respective rows including a note ID number, a note type,a note author name, a creation date, and a part of the body of the note,the list being navigable; displaying a preview of a note correspondingto a row selected in response to a row being selected by a user; causinga text editor screen area to appear in response to a user opening thepreviewed note; in response to a user typing a term in the text editorscreen matching a buzzword, displaying an indication that the term is abuzzword.

Other embodiments provide a system including an email server; and a casemanagement server in communication with the email server, the casemanagement server having a system email address for receiving emails andincluding: a processor; and a memory coupled to the processor anddefining a database organized to include a plurality of cases,respective matters having case numbers, and, for each matter, thedatabase include fields configured to store a name of the client, fieldsdescribing the client, fields describing a project being undertaken forthe client, a files location associated with the matter, and noteslocation associated with the matter; the system being configured to, inresponse to receiving an email having a subject line and body, determinewhether the email is addressed to a system email address for the casemanagement server and, if not, reject the email, to determine whetherthe email originated from a preapproved domain and, if not, reject theemail, and to determine if the email subject line contains a case numbermatching a database matter case number and, if not, reject the email,and the system being configured to route at least a portion ofnon-rejected emails to the notes location of the matter having thematter number that matches the number contained in the email subjectline.

BRIEF DESCRIPTION OF THE VIEWS OF THE DRAWINGS

FIG. 1 is a functional block diagram of a system in accordance withvarious embodiments.

FIG. 2 is a hardware block diagram of the system of FIG. 1 showinggreater details of the PBX included in the system of FIG. 1, inaccordance with various embodiments.

FIG. 3 is a block diagram illustrating attaching of company numbers tounique direct inward dial numbers, in accordance with variousembodiments.

FIG. 4 is a screen shot illustrating a graphical user interface forsetting a value for a condition, to perform a screening using the systemof FIG. 1, in accordance with various embodiments.

FIG. 5 is a functional block diagram illustrating automatic routingbased on the system of FIG. 1 reading a direct inward dial number, inaccordance with various embodiments.

FIG. 6 is a functional block diagram illustrating that responses toquestion forms trigger directed action, using the system of FIG. 1, inaccordance with various embodiments.

FIG. 7 is a screen shot illustrating a graphical user interface forinputting intake questionnaire screening information, using the systemof FIG. 1, in accordance with various embodiments.

FIG. 8 is a screen shot illustrating a graphical user interface forviewing or editing a screening rule or intake scoring model for theintake questionnaire of FIG. 7, in accordance with various embodiments.

FIG. 9 is a screen shot illustrating a graphical user interface foradding a question to the rule of FIG. 8, in accordance with variousembodiments.

FIG. 10 is a screen shot illustrating the graphical user interface ofFIG. 9 being filled out, in accordance with some embodiments.

FIG. 11 is a screen shot illustrating a graphical user interface forcreating a new screening rule, using the system of FIG. 1, in accordancewith various embodiments.

FIG. 12 is a screen shot illustrating the graphical user interface ofFIG. 11 after an “add condition” element of FIG. 11 has been actuated,in accordance with various embodiments.

FIG. 13 is a screen shot illustrating the graphical user interface ofFIG. 12 after a question of FIG. 12 has been selected, in accordancewith various embodiments.

FIG. 14 is a screen shot illustrating a graphical user interface forinputting intake questionnaire screening information, similar to FIG. 7,after a question has been added, in accordance with various embodiments.

FIG. 15 is a screen shot illustrating a graphical user interface forinputting client or customer information, associated with thequestionnaire of FIG. 14.

FIG. 16 is a map illustrating how FIGS. 16A and 16B are to be assembled.

FIG. 16A is a portion of a screen shot illustrating a graphical userinterface for viewing, adding, or editing questions used in connectionwith the screening rules of FIGS. 11-13.

FIG. 16B is a second portion of the screen shot of FIG. 16B.

FIG. 17 is a screen shot illustrating a graphical user interface forviewing, adding, or editing the screening rules of FIGS. 11-13.

FIG. 18 is a map illustrating how FIGS. 18A and 18B are to be assembled.

FIG. 18A is a portion of a screen shot illustrating a graphical userinterface for displaying calls received by the system of FIG. 1 and forstarting intake questionnaires for calls.

FIG. 18B is a second portion of the screen shot of FIG. 18A.

FIG. 19 is a map illustrating how FIGS. 19A and 19B are to be assembled.

FIG. 19A is a portion of a screen shot illustrating a graphical userinterface listing a plurality of checklists in a law firm casemanagement system hosted by the server of FIG. 5 or a different server.

FIG. 19B is a second portion of the screen shot of FIG. 19A.

FIG. 20 is a map illustrating how FIGS. 20A and B are to be assembled.

FIG. 20A is a portion of a screen shot illustrating the graphical userinterface of FIGS. 19A and 19B after a checklist type has been selected.

FIG. 20B is a second portion of the screen shot of FIG. A.

FIG. 21 is a map illustrating how FIGS. 21A and 21B are to be assembled.

FIG. 21A is a portion of a screen shot illustrating a graphical userinterface listing a plurality of checklist items included in one of thechecklists of FIGS. 19A and 19B.

FIG. 21B is a second portion of the screen shot of FIG. 21A.

FIG. 22 is a map illustrating how FIGS. 22A and 22B are to be assembled.

FIG. 22A is a portion of a screen shot illustrating a graphical userinterface showing logic details of one of the checklist items of FIGS.21A and 21B.

FIG. 22B is a second portion of the screen shot of FIG. 22A.

FIG. 23 is a map illustrating how FIGS. 23A and 23B are to be assembled.

FIG. 23A is a portion of a screen shot illustrating a graphical userinterface showing a case type being added to the logic of the checklistitem of FIGS. 22A and 22B.

FIG. 23B is a second portion of the screen shot of FIG. 23A.

FIG. 24 is a map illustrating how FIGS. 24A and 24B are to be assembled.

FIG. 24A is a portion of a screen shot illustrating a graphical userinterface showing a condition pull down menu being pulled down from thegraphical user interface of FIGS. 23A and 23B.

FIG. 24B is a second portion of the screen shot of FIG. 24A.

FIG. 25 is a map illustrating how FIGS. A and B are to be assembled.

FIG. 25A is a portion of a screen shot illustrating a graphical userinterface showing a task due timing pull down menu being pulled downfrom the graphical user interface of FIGS. 24A and 24B.

FIG. 25B is a second portion of the screen shot of FIG. 25A.

FIG. 26 is a map illustrating how FIGS. 26A and 26B are to be assembled.

FIG. 26A is a portion of a screen shot illustrating a graphical userinterface showing a mail merge options pull down menu being pulled downfrom the graphical user interface of FIGS. 25A and 25B.

FIG. 26B is a second portion of the screen shot of FIG. 26A.

FIG. 27 is a map illustrating how FIGS. 27A, 27B, 27C, and 27D are to beassembled.

FIG. 27A is a portion of a screen shot illustrating a graphical userinterface listing a plurality of dashboard lists in a law firm casemanagement system.

FIG. 27B is a second portion of the screen shot of FIG. 27A.

FIG. 27C is a third portion of the screen shot of FIG. 27A.

FIG. 27D is a fourth portion of the screen shot of FIG. 27A.

FIG. 28 is a map illustrating how FIGS. 28A and 28B are to be assembled.

FIG. 28A is a portion of a screen shot illustrating a graphical userinterface showing dashboard items and showing filter conditions definingeach dashboard list as well as columns included in each dashboard list.

FIG. 28B is a second portion of the screen shot of FIG. 28A.

FIG. 29 is a map illustrating how FIGS. 29A, 29B, 29C, and 29D are to beassembled.

FIG. 29A is a portion of a screen shot illustrating a graphical userinterface showing how rules can be added or deleted to define one of thedashboard lists.

FIG. 29B is a second portion of the screen shot of FIG. 29A.

FIG. 29C is a third portion of the screen shot of FIG. 29A.

FIG. 29D is a fourth portion of the screen shot of FIG. 29A.

FIG. 30 is a map illustrating how FIGS. 30A, 30B, 30C, and 30D are to beassembled.

FIG. 30A is a portion of a screen shot illustrating a graphical userinterface showing how a new dashboard list definition is added.

FIG. 30B is a second portion of the screen shot of FIG. 30A.

FIG. 30C is a third portion of the screen shot of FIG. 30A.

FIG. 30D is a fourth portion of the screen shot of FIG. 30A.

FIG. 31 is a map illustrating how FIGS. 31A, 31B, 31C, and 31D are to beassembled.

FIG. 31A is a portion of a screen shot illustrating a graphical userinterface showing a first case rule pull down menu being pulled downfrom the graphical user interface of FIGS. 30A and 30B.

FIG. 31B is a second portion of the screen shot of FIG. 31A.

FIG. 31C is a third portion of the screen shot of FIG. 31A.

FIG. 31D is a fourth portion of the screen shot of FIG. 31A.

FIG. 32 is a map illustrating how FIGS. 32A, 32B, 32C, and 32D are to beassembled.

FIG. 32A is a portion of a screen shot illustrating a graphical userinterface showing a second case pull down menu being pulled down fromthe graphical user interface of FIGS. 30A and 30B.

FIG. 32B is a second portion of the screen shot of FIG. 32A.

FIG. 32C is a third portion of the screen shot of FIG. 32A.

FIG. 32D is a fourth portion of the screen shot of FIG. 32A.

FIG. 33 is a map illustrating how FIGS. 33A, 33B, 33C, and 33D are to beassembled.

FIG. 33A is a portion of a screen shot illustrating a graphical userinterface showing how a rule is added to the screens of FIG. 30A andFIG. 30B using pull down menus.

FIG. 33B is a second portion of the screen shot of FIG. 33A.

FIG. 33C is a third portion of the screen shot of FIG. 33A.

FIG. 33D is a fourth portion of the screen shot of FIG. 33A.

FIG. 34 is a map illustrating how FIGS. 34A, 34B, 34C, and 34D are to beassembled.

FIG. 34A is a portion of a screen shot illustrating a graphical userinterface showing a second rule being added.

FIG. 34B is a second portion of the screen shot of FIG. 34A.

FIG. 34C is a third portion of the screen shot of FIG. 34A.

FIG. 34D is a fourth portion of the screen shot of FIG. 34A

FIG. 35 is a map illustrating how FIGS. 35A, 35B, 35C, and 35D are to beassembled.

FIG. 35A is a portion of a screen shot illustrating a graphical userinterface showing a third rule being added.

FIG. 35B is a second portion of the screen shot of FIG. 35A.

FIG. 35C is a third portion of the screen shot of FIG. 35A.

FIG. 35D is a fourth portion of the screen shot of FIG. 35A.

FIG. 36 is a map illustrating how FIGS. 36A, 36B, 36C, and 36D are to beassembled.

FIG. 36A is a portion of a screen shot illustrating a graphical userinterface showing a fourth rule being added.

FIG. 36B is a second portion of the screen shot of FIG. 36A.

FIG. 36C is a third portion of the screen shot of FIG. 36A.

FIG. 36D is a fourth portion of the screen shot of FIG. 36A.

FIG. 37 is a map illustrating how FIGS. 37A and 37B are to be assembled.

FIG. 37A is a portion of a screen shot illustrating a graphic userinterface showing an administrative screen for managing buzzwords.

FIG. 37B is a second portion of the screen of FIG. 37A.

FIG. 38 is a map illustrating how FIGS. 38A and 38B are to be assembled.

FIG. 38A is a portion of a screen shot illustrating a graphic userinterface showing a buzzword being edited.

FIG. 38B is a second portion of the screen of FIG. 38A.

FIG. 39 is a map illustrating how FIGS. 39A, 39B, 39C, and 39D are to beassembled.

FIG. 39A is a portion of a screen shot illustrating a graphical userinterface showing a notes screen or screen portion.

FIG. 39B is a second portion of the screen shot of FIG. 39A.

FIG. 39C is a third portion of the screen shot of FIG. 39A.

FIG. 39D is a fourth portion of the screen shot of FIG. 39A.

FIG. 40 is a map illustrating how FIGS. 40A, 40B, 40C, and 40D are to beassembled.

FIG. 40A is a portion of a screen shot illustrating a graphical userinterface including a text editor screen portion.

FIG. 40B is a second portion of the screen shot of FIG. 40A.

FIG. 40C is a third portion of the screen shot of FIG. 40A.

FIG. 40D is a fourth portion of the screen shot of FIG. 40A.

FIG. 41 is a map illustrating how FIGS. 41A, 41B, 41C, and 41D are to beassembled.

FIG. 41A is a portion of a screen shot illustrating a graphical userinterface including a recognized buzzword-indicating screen portion.

FIG. 41B is a second portion of the screen shot of FIG. 41A.

FIG. 41C is a third portion of the screen shot of FIG. 41A.

FIG. 41D is a fourth portion of the screen shot of FIG. 41A.

FIG. 42 is a screen shot illustrating a web page associated with abuzzword of FIGS. 37A-D and FIGS. 41A-D.

FIG. 43 is a flowchart illustrating operation of a method of using thecase management system of FIG. 27A-D.

FIG. 44 is a screen shot illustrating sending an email from a thirdparty email client to the case management system.

FIG. 45 is a map illustrating how FIGS. 45A, 45B, 45C, and 45D are to beassembled.

FIG. 45A is a portion of a screen shot illustrating a graphical userinterface illustrating the email of FIG. 44 being received from thethird party email client by the case management system and being addedas a note.

FIG. 45B is a second portion of the screen shot of FIG. 45A.

FIG. 45C is a third portion of the screen shot of FIG. 45A.

FIG. 45D is a fourth portion of the screen shot of FIG. 45A.

FIG. 46 is a screen shot illustrating sending an email including anattachment from a third party email client to the case managementsystem.

FIG. 47 is a map illustrating how FIGS. 47A, 47B, 47C, and 47D are to beassembled.

FIG. 47A is a portion of a screen shot illustrating a graphical userinterface illustrating the email of FIG. 46 being received from thethird party email client by the case management system and being addedas a note, and showing the attachment being added in a files section ofthe user interface.

FIG. 47B is a second portion of the screen shot of FIG. 47A.

FIG. 47C is a third portion of the screen shot of FIG. 47A.

FIG. 47D is a fourth portion of the screen shot of FIG. 47A.

FIG. 48 is a map illustrating how FIGS. 48A and 48B are to be assembled.

FIG. 48A is a portion of a screen shot illustrating a graphical userinterface illustrating a share menu that is displayed when a share iconis actuated.

FIG. 48B is a second portion of the screen shot of FIG. 48A.

FIG. 49 is a map illustrating how FIGS. 49A and 49B are to be assembled.

FIG. 49A is a portion of a screen shot illustrating a user interface forcreating an email originating from the case management system.

FIG. 49B is a second portion of the screen shot of FIG. 49A.

FIG. 50 is a map illustrating how FIGS. 50A and 50B are to be assembled.

FIG. 50A is a portion of a screen shot illustrating an email receivedfrom the case management system.

FIG. 50B is a second portion of the screen shot of FIG. 50A.

FIG. 51 is a map illustrating how FIGS. 51A, 51B, 51C, and 51D are to beassembled.

FIG. 51A is a portion of a screen shot illustrating a graphical userinterface illustrating the sent email of FIGS. 50A and 50B beingincluded in a notes section of the case management system.

FIG. 51B is a second portion of the screen shot of FIG. 51A.

FIG. 51C is a third portion of the screen shot of FIG. 51A.

FIG. 51D is a fourth portion of the screen shot of FIG. 51A.

FIG. 52 is a flowchart illustrating operation of the case managementsystem in receiving and validating an email from a third party emailsystem, in accordance with some embodiments.

FIG. 53 is a hardware block diagram of the case management system andemail server in accordance with some embodiments.

FIG. 54 is a flow diagram illustrating operation of the case managementsystem in receiving and validating an email from a third party emailsystem, in accordance with some embodiments.

FIG. 55 is a map illustrating how FIGS. 55A, 55B, 55C, 55D, 55E, 55F,55G, and 55H are to be assembled.

FIG. 55A is a portion of a screen shot illustrating a graphical userinterface illustrating an attachment from the email of FIG. 54 isavailable from a reports section of the case management system.

FIG. 55B is a second portion of the screen shot of FIG. 55A.

FIG. 55C is a third portion of the screen shot of FIG. 55A.

FIG. 55D is a fourth portion of the screen shot of FIG. 55A.

FIG. 55E is a fifth portion of the screen shot of FIG. 55A.

FIG. 55F is a sixth portion of the screen shot of FIG. 55A.

FIG. 55G is a seventh portion of the screen shot of FIG. 55A.

FIG. 55H is an eighth portion of the screen shot of FIG. 55A.

DETAILED DESCRIPTION OF THE ILLUSTRATED EMBODIMENTS

Attention is direct to U.S. patent application Ser. No. 15/697,809,filed Sep. 7, 2017, which is a continuation of U.S. patent applicationSer. No. 15/434,564, filed Feb. 16, 2017, now U.S. Pat. No. 9,785,312,which in turn claims priority to U.S. Provisional Patent ApplicationSer. No. 62/296,595 filed Feb. 17, 2016, all of which name Sanchez et alas inventors, and all of which are incorporated herein by reference.Attention is also directed to U.S. Pat. No. 9,703,985 to Sanchez, andU.S. patent application Ser. No. 15/675,703 to Sanchez, all of which areincorporated herein by reference. In various embodiments, the systemdescribed below further includes some or all of the features describedin these incorporated applications and patents.

FIG. 1 shows a system 10 in accordance with various embodiments. Thesystem 10 includes one or more servers 12. In the illustratedembodiment, a server 12 is depicted which runs Linux. Other operatingsystems can be used. The system 10 further includes a private branchexchange (PBX) 14 in communication with the server 12. Moreparticularly, the system 10 further includes an open architectureinterface (OAI) gateway 16 between the PBX 14 and the server 12, in theillustrated embodiment. The gateway 16 provides the interface betweenthe PBX 14 and a network, such as a local area network that usesEthernet cable.

The PBX 14 receives several incoming phone lines from the publicswitched telephone network (PSTN). In some embodiments, the PBX 14 is atraditional PBX. In other embodiments, the PBX 14 is a hybrid PBX thatincorporates both analog and VoIP endpoints for use with conventional orIP phones. In still other embodiments, the PBX 14 is a VoIP PBX. Instill other embodiments, VoIP is used and the PBX 14 is omitted.

The server 12 includes an open architecture interface (OAI) listener 18coupled to the gateway 16 via a network 20, such as a local areanetwork, using a transmission control protocol (TCP) socket, in theillustrated embodiment. In the illustrated embodiment, the OAI listener18 runs the Ruby programming language. Other languages could be used.

The server 12 further includes a notification server 22. In theillustrated embodiment, the listener 18 transfers inbound connectionsfrom the PBX 14 to the notification server 22 via HTTP post.

The server 12 further includes an intake application server 24. Theintake application server 24 is used to generate client intake formsdescribed below, to change fields in intake screens, and to capture datafilled in the fields. In the illustrated embodiment, the intakeapplication server 24 runs the Ruby on Rails programming language. Otherlanguages could be used.

The server 12 further includes a database 26 in communication with theintake application server 24 and the OAI listener 18. The database 26stores data from the intake application server such as forms, formulas,data entered into the forms, form fields, as will be described in moredetail below. The database 26 also stores data about incoming calls fromthe OAI listener 18, such as which direct inward dial phone numbersreceived phone calls, when calls were made, how long they lasted, etc.In the illustrated embodiment, the database 26 is a Postgres database.Other types of databases could be used. The database can be amulti-tenant database, which maintains data and provides access to thedata for a number of different companies.

The system 10 further includes one or more workstations 28 incommunication with the server 12 via a network, such as via the network20 or via the Internet. The workstations 28 comprise, in someembodiments, personal computers having typical components includinginput/output devices such as screens and keyboards or touch screens,memory such as RAM, ROM, and hard drives or solid state memory,processors, and modems or network adapters for connecting to thenetwork. The workstations comprise, in some embodiments, smart phones,tablets, computers or devices with web-based operating systems, or otherdevices capable of running a web browser. In some embodiments, aworkstation is defined, in some embodiments, by input and output devicescoupled directly to the server 12 instead of via the network. In theillustrated embodiment, the workstations 28 send subscriptions to thenotification server 22 via HTTP and receive notifications from thenotification server 22 via SSE (server side event). A subscriptiondefines the criteria for a notification, such as when a phone call isreceived. A subscription also defines the subscribers or users who areto receive the notification. An HTML5 server side event allows real-timedata updates to be pushed from the server 12 to the browser of theworkstation or workstations 28.

FIG. 2 shows hardware construction details of the system 10, inaccordance with various embodiments. As shown in FIG. 2, the server 12includes typical components of Internet hosting servers including, forexample, one or more processors (single or multi-core) 30, one or morenetwork adapters 32 for communications with the workstations 28 over thenetwork 20, and memory 33, which includes RAM, ROM, and hard drives orsolid state memory, in communication with the processor 30. The memory33 defines databases including the database 26 of FIG. 1. In theillustrated embodiment, the database 26 includes client records 37(e.g., information about various communications with a law firm client),intake records 34 (see FIGS. 14 and 15), screening rules 36 (see FIG.17), and questions 38 (see FIGS. 16A and B). Alternatively, these itemscan be stored in separate databases. Additional databases, e.g., 40 and42, can be included for storing other data, such as legal casemanagement or docketing data, accounts payable, time and billing data,etc. Other hardware arrangements are possible.

As shown in FIG. 2, the PBX 14 receives phone calls from a publicswitched telephone network. In the illustrated embodiment, the PBX 14receives at least one primary rate interface (PRI) line 44 that definesa plurality of direct inward dial (DID) numbers. A DID is an actualphone number that a potential client or customer dials. PRI is a levelof service assigned by the integrated services digital network (ISDN),providing digital access to the public switched telephone network forthe PBX 14. ISDN is an international communications standard fortransmission of digital voice, video, and data over the public switchedtelephone network. While PRI is usually associated with voicetransmission, it can also transmit faxes, data, or video. The PRI of theillustrated embodiment is a single cable that consists of 24 channels.The PBX 14 includes a PRI interface 46 that uses 23 of the channels forvoice calls and one line for signaling. In the illustrated embodiment,the PBX 14 further includes switching circuitry 48 for connectingdifferent phones to different DID lines, digital signal processing (DSP)circuitry 50 for converting to analog lines or for supporting VOIPprotocols for VOIP phones, RAM 52 associated with the digital signalprocessing circuitry 50, a controller and voice messaging circuitry 54,and long term storage 56 (e.g., one or more hard drives or solid statedrives) and RAM 58 associated with the controller 54. In someembodiments, voice messages are stored in the long term storage 56. Insome embodiments, a separate server is used for voice message. Thecontroller 54 provides outputs to phones 60, 62, 64, etc. that may beprovided proximate different computer workstations 28 so intake clerkscan enter data into the workstations while being on the phone withpotential clients or customers. In some embodiments, intake clerks login to specific phones of the PBX 14. This allows the server 12 to routespecific incoming calls to specific intake clerks even if they switchlocations. Other PBX designs can be employed in other embodiments.

FIG. 3 illustrates attaching companies to unique direct inward dialphone numbers. In some embodiments, potential clients for multipledifferent law firms can be screened by the system 10 (FIG. 1). Multiplelaw firms or attorneys 70, 71, and 72 direct potential claimants intothe system 10. To facilitate this, different companies (e.g., differentlaw firms) 70, 71, 72, etc. are each assigned one or more differentunique inward dial numbers 74 by the PBX 14. A law firm 70 mayadvertise, for example, a certain phone number to accident victims and adifferent phone number to medical malpractice victims. Based on thephone number 76 called by the potential client, the PBX 14 knows whichlaw firm was called and screening tool 78 of the system 10 knows whichquestionnaire 80 to present to an intake clerk. Different law firms maydevelop their own question forms, using workstations 28 (see FIG. 1)based on whatever claim it is they wish to have evaluated. In someembodiments, metadata defined by an administrator triggers actionsunique to defined phone numbers as selected by the administrator. Forexample, law firm “A” has the DID phone number (919) 123-4567 assignedto them and law firm “B” has the phone number (919) 890-1112 assigned tothem. When a call comes into the system 10 to (919) 123-4567, customizedquestionnaires assigned to law firm “A” display on an intake clerk'sscreen. If a call comes in to (919) 890-1112, customized questionnairesassigned to law firm “B” display on an intake clerk's screen.

Various embodiments provide a screening tool 78 (see FIG. 3), defined bythe system 10 of FIG. 1 that expresses rules and conditions in a set ofdatabase tables in the database 26. In various embodiments, each ruleoptionally has a name (for visual reference), and one or more associatedconditions. The screening tool 78 queries the database table for allrules that are associated with the type of intake (or case), and througha loop control structure, the screening tool 78 tests each condition fora match. With each match, a value (positive or negative) is added to aresulting intake score, in some embodiments.

FIG. 4 illustrates an example user interface 82, created by the system10 of FIG. 1, which an administrator can use to assign a name 84 to ascreening rule or intake scoring model in a description field 86. Usingthe screening tool 78 (see FIG. 3), an administrator at a law firm (orother organization) creates rules and adds one or more conditions. Acondition 88 references a question on an intake questionnaire. Thescreening tool 78, in various embodiments, provides for matching testsincluding but not limited to equality, inequality, inclusion in a set,exclusion from a set, and a date within a range of days relative toother dates provided in answers to the intake questionnaire. In theexample shown in FIG. 4, the matching test employed is a date range test90. The administrator, in various embodiments, assigns in field 92 ascore or value 94 to be added if the condition 88 on the intakequestionnaire is met and all other conditions for the screening rule orintake scoring model are met. This assignment of a score is typicallydone while the administrator creates a screening rule. In variousembodiments, a score can be changed after a screening rule has beencreated. In the example shown in FIG. 4, if the date of the matter iswithin a certain number of days before the intake date, the score infield 92 is added to a cumulative total score for the intakequestionnaire. The condition “date of matter” is chosen using pull downmenu 96, the condition “within days” is chosen using pull down menu 98,and the condition “intake date” is chose using pull down menu 100. Afterconditions and scores are set, the rule is created by actuating a button102 or is cancelled by actuating a button 104.

The forms generated by the system (FIG. 4 and FIGS. 7-15) by the system10 are web HTML forms that consist of standard web HTML form inputelements and layout elements, as well as hand-written javascript, invarious embodiments. The system 10 uses libraries that are, in someembodiments, Ruby libraries (referred to as Ruby Gems), and someopen-source web form styling packages. For example, one such stylingcomponent is called select2 (https://select2.github.io/) that extendsthe functionality and visual appearance of the HTML <select> inputelement.

FIG. 5 shows automatic routing in response to the PBX 14 (FIG. 1)reading a direct inward dial number, in accordance with variousembodiments. Different potential clients, customers, or sales leads 110,111, and 112 call different phone numbers that were advertised inconnection with different products, services, or solutions using thetelephone system 114. The system 10 routes the calls to differentcustomer service representatives, screeners, or intake clerks 116, 117,or 118 that have different question forms or intake questionnaires 120,121, and 122, respectively. In some embodiments, this is arranged usingphone extension routing and by specifically limiting certain intakeclerk's access to specific intake questionnaires. Alternatively, asingle intake clerk will have different question forms or intakequestionnaires 120, 121, and 122 (similar to the questionnaire 80 ofFIG. 3 but different from each other) come up on a monitor screen of aworkstation 28 depending on the phone number dialed by the potentialclient or customer 110, 111, and 112. In some embodiments, if no intakeclerk is available, the call is logged so that an intake clerk mayperform an intake at a later time.

In the law firm example, different law firms develop different intakequestionnaires used to determine whether or not a potential clientshould be accepted. Alternatively, the same questions may be used bydifferent firms but scoring may be different depending on the types ofclients the different firms want. For example, while some law firms mayonly want large clients, other firms may only want small clients, due tostaffing and capacity. Or a potential client may have a strong case inone state, serviced by one firm, but a weak case in a different state,serviced by a different firm, due to differences in laws in thedifferent states. A single law firm may have multiple intakequestionnaires, such as for different types of potential causes ofaction. Respective direct inward dial phone numbers 123, 124, and 125,dialed by potential clients or customers 110, 111, and 112, areassociated with the different intake questionnaires 120, 121, and 122,in the illustrated embodiment.

FIG. 6 illustrates that the responses from the attorney's questions 120,121, or 122 (similar to questions of questionnaire 80 of FIG. 3), afterbeing entered by an intake clerk, using the screening tool 78, generatescores for the potential cause of action, in some embodiments.

In various embodiments, conditions and values can be used in concertwith each other. Aggregate scores (after adding scores to all responseson an intake questionnaire 120, 121, and 122) result in directed actions128, 129, and 130 if a score is achieved, or if a score is not achieved,in various embodiments. These actions are human actions in someembodiments (e.g., phone call by a secretary to the potential client,phone call by an attorney to the potential client, arrange anappointment, send a letter accepting or declining a potential client,etc.), and automated actions in other embodiments. The automated actionscan be, for example, sending an email or fax to the potential clientaccepting or declining the potential client. Sending an email or faxevery 30 days or some other amount to time (e.g. for marketing or toremain in contact), creating a document or video, causing a message toappear or a window to pop up on an intake clerk's monitor, changing datain a field in the database, calling a potential client and sending anautomated message, sending an engagement agreement or non-engagementletter by email or fax, or printing a document for mailing.Alternatively, the automated action could be emailing a calendarinvitation for a personal meeting or phone conference. Other automatedactions are possible using the system 10.

In some embodiments, the phone number of a potential customer isdetected using caller ID information, and for phone numbers that are notmobile phone numbers, a screening score is assigned based on the generalgeographic area associated with the phone number. For example, in acertain city, land lines have different prefixes in different parts of acity. It may be more desirable to accept a client from a more affluentarea of the city because they would have a greater ability to pay billsor because damages due to loss of wages may be higher. Thus, a positivescore may be added for callers from affluent areas of the city and theymay vary depending on how affluent the different areas are perceived tobe.

Mobile phone callers can be from any geographic location so mobile phonenumbers are not assigned a score. Mobile phone numbers are identified bythe prefixes of the mobile phone numbers in conjunction with the areacodes of the mobile phone numbers.

FIG. 7 illustrates a screen 200 including a questionnaire 202 inaccordance with various embodiments. The term “screen,” as used in thecontext of FIGS. 7-18B, is meant to encompass portions of screens,windows, pop-up windows, or other forms of graphical user interfaces,and is not intended to necessarily mean the entire display area of amonitor. The questionnaire 202 includes one or more questions 204, 205,206, and 207. The questionnaire 202 further includes fields 208, 209,210, and 211 in which an intake clerk can enter responses while talkingto a potential client on the phone. Based on the responses entered bythe intake clerk, a score or index 214 is calculated by the server 12(FIG. 1) that corresponds to the desirability of the potential client.The score 214 is displayed on the screen 200.

In the illustrated embodiment, the screen 200 also displays, in an area216, summaries of questions and answers. In the illustrated embodiment,the screen 200 also displays the time and date 218 when the intakerecord was created, and includes fields or elements through which theintake clerk can enter or select a case number, a disposition orrecommended action 222, whether an attorney live call has taken place224, whether an admin follow up has taken place 226, whether the firmwants this client 228, whether there is no charge for a consultation230, etc. Other information or fields can be provided for other types ofbusinesses. In the illustrated embodiment, the intake clerk may also addattachments (e.g., scanned copies of notes) by actuating an area 232 ofthe screen 200, or may add notes after actuating an area 234 of thescreen 200. In some embodiments, the screen 200 can be revisited afteran intake has taken place and elements 220, 222, 224, 226, 228, 230,232, and 234 can be changed. The screen 200 also includes menu ornavigation elements 236, 237, 238, 239, and 240, through which thescreener may bring up different screens. In the illustrated embodiment,the elements 236, 237, 238, 239, and 240 include pull-down menus. Thescreen 200 also includes an element 242 for deleting the intakequestionnaire and an element 244 for printing the intake questionnaire.Printing could be useful after the questionnaire has been filled orpartially filled. In some embodiments, the screen 200 also displays an“Intake Locked” popup warning 246. This is a message sent to theworkstation 28 in FIG. 1 as a server side event (SSE) notification.Other screen elements are possible.

FIG. 8 illustrates a screen 260 for viewing or editing a screening rule261 of the intake questionnaire of FIG. 7. In the illustratedembodiment, the screen 260 includes a field or element 262 in which anadministrator can enter or change the name of the rule, a field orelement 264 in which the administrator can enter or change a score ifall the conditions of the rule are met, and screening conditions 265,266, and 267 which must all be met for the score of 264 to be applied.The conditions 265, 266, and 267 are each made up of questions 268,matching operators 269, and matching answer value(s) 270. In theillustrated embodiment, the conditions can be changed using pull downmenus. The screen 260 further includes elements 272 for deletingconditions, an element 274 for adding a condition, an element 276 forupdating the screening rule 261 (after edits have been made), an element278 for cancelling edits, and an element 280 for deleting the rule 261.In various embodiments, a rule 261 may have only one condition or mayhave multiple conditions.

FIGS. 9 and 10 illustrate a screen 290 for adding a question to the list420 of FIG. 16A, such as after actuating screen element 446 of FIG. 16A.The screen 290 includes an element 292 for indicating a specialty area.The element 292 is a pull down menu in various embodiments. Differentlegal specialties are likely to require different questions forscreening potential clients or customers. Different legal specialtiesmay have different bar dates, for example. A client that may be timebarred for one specialty may not be for another. In some embodiments,multiple different law firms can access questions for a particular legalspecialty. In other embodiments, law firms can only access their ownquestions but may have their own different specialty areas, each withdifferent questions. The screen 290 further includes a field or element294 in which the administrator can indicate the position for thequestion within a list of questions. It may be more logical to place thenew question in between existing questions than at the end of the list.For example, if it is desired to place a new question between the firstquestion and the second question of FIG. 16A, the administrator mayenter 1.5 or 1.1 in the field 294.

The screen 290 further includes a field or element 296 in which anadministrator enters a name for the question. The text entered in thisfield will correspond to a question 268 of FIG. 8. The screen 290further includes an element 298 with which an administrator indicates aresponse type. The element 298 is a pull down menu in the illustratedembodiment. The response type could be, for example, text, number, date,date and time, yes/no, select one, or other types (see FIG. 10). Thescreen 290 may further include other items such as a lookup element 300,an element 302 for entering a code name or number for the condition, anelement 304 for indicating whether the text should be shown in a digest,an element 306 for indicating whether or not the question is active, anda field or element 308 in which an administrator can provide help textto explain the question when displayed on the intake questionnaire. Thescreen 290 further includes an element 310 which, when actuated, createsthe new question. The screen 290 further includes an element 312 which,when actuated, cancels the creation of the new question.

FIGS. 11-13 show a screen 320 for creating a new rule similar to therule 261 of FIG. 8. The rules each contain conditions such as thoseshown in FIG. 8. In the illustrated embodiment, the screen 320 includesa field or element 322, which is the same as the field 262 of FIG. 8, inwhich an administrator can enter the name of the new rule. The screen320 further includes a field or element 324, similar to field 264 ofFIG. 8 in which the administrator can enter or change a score if all theconditions of the rule are met. The screen 320 further includes anelement 326 for creating the screening rule, an element 328 forcancelling edits, and an element 330 for adding a condition to thescreening rule.

When the element 330 is actuated by an administrator, an element 332(see FIG. 12) appears from which the administrator can select a questionfrom a list of questions. In the illustrated embodiment, the element 332is a pull down list.

After a question (e.g., question 334) is selected from the element 330,elements 336 and 338 appear (see FIG. 13), in the illustratedembodiment. Using the element 336, the administrator can set an operatorand using the element 338, the administrator can set an answer. Elements332, 336, and 338 define a condition. The administrator may add anadditional condition to the rule by actuating element 330, then may addfurther conditions. Note that the score entered into the field 324 maybe negative. For example, if a potential legal client or customeranswers certain questions in a certain way, their legal matter may notbe a good matter to accept. After all conditions have been defined, theadministrator may create the rule by actuating element 326.

FIG. 14 illustrates a screen 350, similar to the screen of FIG. 7. Thescreen 350 includes a questionnaire 352 in accordance with variousembodiments. The questionnaire 352 includes questions 204, 205, 206, and207, as well as a new question 354 resulting from addition of a questionas shown in FIGS. 9-10, and element 356 through which a screener canenter an answer to the question 354.

FIG. 15 illustrates a screen 370 which a screening clerk uses to capturepersonal details about a potential client. The questionnaire 352 of FIG.14 is associated with a particular potential client. In someembodiments, screen 350 of FIG. 14 is reached by scrolling below thescreen 370 (e.g., they are portions of a common page). In theillustrated embodiment, the screen 370 has a field or element 372 whicha screening clerk uses to enter a potential client's first name, 374 toenter the potential client's last name, and 376 (optional) to enter thepotential client's nickname. The screen 370 further includes an element378 for recording the client type (e.g., individual or referral sourceor relative), elements 380, 382, and 384 for recording the first name,last name, and relationship of the person calling to the potentialclient (if not the client himself or herself). The screen 370 furtherincludes fields or elements 386, 388, 390, 392, and 394 for recordingcontact information for the potential client, such as street address,city, state, and zip code, and email address. The screen 370 furtherincludes a field or element 396 for recording a referral source, ifthere is one, and 398 for recording a marketing source (e.g., the callercalled a phone number advertised on TV, radio, Internet, direct mail,etc.). The screen 370 further includes an element 400 for recording thepotential client's language, 402 for the potential client's gender, 404for the potential client's race, and 406 for the potential client'sbirth date. The screen 370 can include a field 408 for recording thepotential client's age, or age can be calculated based on the potentialclient's birth date. The screen 370 further includes a field 410 forrecording the potential client's phone number. The phone number isentered by a screening clerk in some embodiments. In some embodiments,the phone number from caller ID information is displayed at the top ofthe form for informational purposes and is captured and stored for thecall associated with the intake. The screen 402 further includes anelement 414 which, when actuated, brings up a field for adding anotherphone number. The screen 402 further includes an element 412 forindicating a phone type (e.g., office phone, home phone, mobile phone).Different or additional contact information could be included in thescreen 402.

FIGS. 16A and B, when placed side by side, illustrate a screen 420 forviewing, adding, or editing questions or conditions such as the onecreated in FIGS. 9 and 10, and used in connection with the screeningrules of FIGS. 11-13. In the illustrated embodiment, before being ableto select a question with element 332 (see FIG. 12), the question mustalready have been created, such as by using the screen 420. The screen420 includes a list 422 of questions. In the screen 420, for eachquestion there is associated information such as position 424, specialty426, type 428, lookup information 430, code 434, a flag 436 indicatingwhether the question is active, a flag 438 indicating whether or notthere is help text associated with the question, and number 440 ofanswers, in various embodiments. Other than the questions, some or allof the associated information is optional, in some embodiments. In theillustrated embodiment, it is possible to sort or reverse sort thequestions 422 (e.g., alphabetically) or on any of the associatedinformation items 424, 426, 428, 430, 432, 434, 436, 438, and 440, suchas by actuating a column header 448-457 or by actuating the columnheader a second time to reverse the sort order. In the illustratedembodiment, the screen 420 further includes an element 442 for eachquestion through which the administrator can edit the question, as wellas an element 446 through which a new question can be added. FIGS. 16and B also illustrates one of the navigation elements 238 expanded as apull down menu.

FIG. 17 illustrates a screen 470 for viewing, adding, or editing thescreening rules of FIGS. 11-13. The screen 470 includes a list 476 ofdescriptions or names of screening rules. In the screen 470, for eachquestion there is associated information such as specialty 474,screening condition 472, and score 478, in various embodiments. Otherthan the descriptions or conditions, some or all of the associatedinformation is optional, in some embodiments. In the illustratedembodiment, it is possible to sort or reverse sort on the descriptions476 (e.g., alphabetically) or on any of the associated information items474, 472, 478, and 480 such as by actuating a column header 488, 490,491, and 492 or by actuating a column header a second time to reversethe sort order. In the illustrated embodiment, the screen 470 furtherincludes an element 482 for each screening rule for which theadministrator can edit the rule, as well as an element 486 through whicha new screening rule can be added. For example, in the illustratedembodiment, if the element 486 is actuated, the screen of FIG. 11 isbrought up. In the illustrated embodiments, the screen 470 furtherincludes an element 496 which, if actuated, causes a download ofscreening rules to begin, such as in comma separated value format. Inthe illustrated embodiments, the screen 470 further includes an element498 which, if actuated, causes a download of condition details to begin,such as in comma separated value format

FIGS. 18A and B, when placed side by side, show a screen 502 fordisplaying or searching through calls received by the system of FIG. 1,and for starting intake questionnaires for specific calls. In someembodiments, the PBX 14 assembles information about calls and passes theinformation to the OAI Listener 18 in server 12. In some embodiments,OAI or call metadata is collected which allows the intake form 370 (FIG.15) to read the metadata.

In the illustrated embodiment, the screen 502 includes information abouta list of calls including the time and date when the call started 504,the phone number 506 that the caller dialed, the time and date 508 whenthe call was picked up, the station 510 that answered the call, theduration 512 of the call, the phone number 514 of the caller, the callerID information 516 of the caller, and the OAI call ID 518. More or lessinformation could be provided. In the illustrated embodiment, the screen502 further includes, for each call, an element 519 which, whenactuated, brings up an intake form (e.g., FIG. 15 plus FIG. 14). Theintake form may already be filled or partially filled. In variousembodiments, information about outgoing calls is also collected and canbe displayed on a screen. Various elements are included for sortingthrough incoming phone calls, in the illustrated embodiment. Forexample, using an element 520, calls can be selected for a particularincoming phone line (which may be associated with a particular client);using an element 522, calls can be selected having a particular status;and using element 524, calls can be selected that were not answered orthat were answered or both. Using elements 526 and 528, time ranges forwhen calls started can be specified. Using element 526, calls can beselected that started on or after a certain time, and using element 528,calls can be selected that started on or before a certain time. A rangecan be specified by using both elements 526 and 528. In variousembodiments, the server 12 (FIG. 1) is linked to the PBX 14 such that ifa user actuates on an internal or external person's name from one of thescreens described above, their phone or workstation will call thatperson.

In some embodiments, the server 12 (FIG. 1) is able to differentiatebetween administrators and intake clerks (customer servicerepresentatives), such as based on login credentials. A user, designatedas the administrator (“Admin”) has elevated permission levels to managethe screening tool 78 (FIG. 3). For example, in some embodiments, theintake clerk is able to fill intake questionnaires, add notes tointakes, change intakes, but is not able to create or edit a screeningrule. In these embodiments, only an administrator is able to create oredit a screening rule. Thus, the administrator has elevated permissionto manage the system 10 (FIG. 1). In some embodiments, the administratorhas the ability to create and define roles for various users such asintake clerks or other users, in a manner defined by the administrator.In some embodiments, data patterns identified by the administrator arepresented to users of defined roles upon login, in a manner defined bythe administrator. The presentation of data can be in list form or othermeans of visualization such as charts or graphs.

In some embodiments, data as well as direct user input is collected inreal time by the server 12, with an active audit trail. The server 12stores data entered or changed by intake clerks, administrators, andmaintains old versions. If data is changed incorrectly, it is possibleto determine which user made the change and when it happened. In someembodiments, an automated snapshot of collected data is taken every sooften (e.g., every 24 hours), so that there is a historic record.

Thus, systems and methods have been provided that allow a quickerdecision on whether or not to accept a client. When a quicker decisionis made, there is a higher conversion rate. If a decision is not madequickly, the potential client (or customer) may go to another law firm(or service provider), lose interest, or take some other action.

While presented above in the context of being a tool for selecting aclient or customer, the screening tool 78 has other applications. Forexample, in some embodiments, the screening tool is used to evaluate thevalue of a product. In some embodiments, a certain demographic may bemore likely to buy a certain product. If a customer has a certain score,they are shown a certain product in advertising. For example, customerswith average incomes living in snowy locations may receive a scoreindicating that they should be shown advertising for snow blowers whilecustomers with scores indicating that they live in warm clients would beshown advertisements for lawnmowers.

The screening tool 78, by allowing programming by users, reduces thetotal number of lines of code required. A much larger amount of codewould be required to program for every possible scoring alternative oreven for a large number of scoring schemes. In addition, by increasingparalegal efficiency, the screening tool 78 reduces the number ofparalegals required along with a corresponding number of workstations.

To better enable one of ordinary skill in the art to make and use ascreening tool without undue experimentation, pseudo code will now beprovided that could be employed in some embodiments. This is provided asan example, only. The screening tool could be built in other ways andstill achieve the desired functionality.

Intake Question Scoring Rules and Conditions Administration

Background

-   -   Each Intake belongs to a “Specialty”, e.g. Auto or WC    -   Each intake Specialty has a set of questions (collectively known        as the intake questionnaire)        Scoring Rule Administration    -   Select a Specialty    -   Click button to Create Scoring Rule        -   Give the rule a name or description and a numeric score        -   Add one or more Conditions            -   Note: ALL conditions must apply for rule to kick in        -   Offer a list of questions (for the specialty) to select to            which this rule will apply        -   Depending on the type of question, present match options:            -   In or Not in                -   If question type is text, get a text answer                -   If question type is a select, with options, show the                    options that can be selected            -   Is or Is not            -   Within or Not Within days (date range)                -   before (select list of other Date questions for the                    specialty)                -   (use <0 for “days after”; e.g. “−10 . . . -Infinity”                    is valid)            -   <other question types>                -   <details>                    Intake Answer Automatic Scoring Process

Intake create (or edit)  Initialize auto saving   Javascript JQuery.on(″change″) event handler   POST input params to the server on eachinput value change via   AJAX Enter answer input field  Edit answervalue  Auto save on input change  Auto save post action triggers theIntake model update Intake model  Update action/method  answers_attributes received in update and set on the model   updateattributes triggers a save (to the database)   save triggers registeredcallbacks  before_save callback   calls :set_score method  set_scoremethod   sets the intake (self) score by calling the Scoring Rule model  score_for method ScoringRule model  score_for method   input parameteris the intake   calls applicable_to method  applicable_to method   inputparameter is the intake   Calls candidates_for_intake scope   candidates_for_intake scope     Returns all the Scoring Rule recordsin the database that      apply to any of the questions for the intake:      Collect the answers that exist for the intake       Collect theassociated questions for those answers       Collect thescoring_rule_conditions that exist for all of       those questions      Collect and return all scoring_rules for the set of      scoring_rule_conditions   For each scoring_rule thatcandidates_for_intake returns:    Collect the rules that ″match″ theintake (see match below)   Sum the scoring_rule scores for those that″match″  match? method   Input parameter is the intake   Thescoring_rule is a match, or applies to the intake, if *ALL* of   thescoring_rule_conditions for the rule match   (See ScoringRuleConditionmatch method)  ScoringRuleCondition model   match? method    inputparameter is an answer     answer belongs_to the intake     answer alsobelongs_to a question     The condition belongs to a question     Theanswer must belong to the same question as the      condition    Theanswer value must equal the condition value     or match one of a set ofcondition values     or falls into the condition range (for dates andnumbers) The resulting score is saved in the intake  Note: TheScoringRule score_for method essentially re-calculates  the intake scorefor ALL rules after every individual answer is  updated. Thus, any otherrule that could be co-dependent on the  answer being updated is alsoconsidered. # Scoring Rule class code class Scoring Rule <ActiveRecord::Base  has_many :scoring_rule_conditions, inverse_of::scoring_rule,  dependent: :destroy scope :candidates_for_intake,->(intake){  joins(:scoring_rule_conditions).where(′scoring_rule_condition.question_id′ => intake.answers.pluck(:question_id)).uniq  }  defmatch?(intake)   # for each scoring_rule_condition there is a matchinganswer   scoring_rule_conditions.all?{ |c|    intake.answers.detect {|a| c.match?(a) }   }  end  def self.applicable_to(intake)  candidates_for_intake(intake).includes(:scoring_rule_conditions =>:question).select{ |rule|     rule.match?(intake)   }  end  defself.score_for(intake)  self.applicable_to(intake).map(&:score).inject(&:+)  end end

Thus, systems and methods have been provided for a user to develop anddefine their own scoring values to define complex systems fordecision-making. In some embodiments, the systems and methods can beused to evaluate legal causes of action and to decide whether or not toaccept a client. Alternatively, the systems and methods can be used forother applications that require decision-making based on a number ofinput parameters.

Without the screening tool, a human would have to review each Intake andassign a value based on rules. Alternatively, a programmer would have tomanually write code to express each rule and condition, and to performthe test. Additionally, the programmer would be faced with “hard coding”references to the intake questionnaire questions, thereby making theresulting code brittle and subject to breakage when and if questionswere added, updated, or deleted. This quickly would become unruly codeand un-maintainable.

Consider for example a very straightforward screening rule named“Passenger?” that applies a weighting value to an intake depending onwhether or not the potential client was a Passenger in an Auto accident.

Without the screening tool, a programmer would have to write code totest this single rule and condition. This pseudo code would looksomething like this:

-   -   IF the intake questionnaire has the question named “Were you the        Passenger, Driver, or Pedestrian?” THEN;    -   IF the answer equals “Passenger” THEN add 25 to the intake score        value;    -   END IF

Another Auto intake rule named “Date of first treatment less than 2weeks”, that has two conditions (A and B) where the pseudo code wouldlook something like this:

Condition A would be:

-   -   True IF AND ONLY IF the intake questionnaire has the question        named “Were you the Passenger, Driver, or Pedestrian?”    -   AND the answer equals “Driver” or “Passenger” or “Pedestrian”        THEN

Condition B would be:

-   -   True IF AND ONLY IF the intake questionnaire has the question        named “Date of first treatment”    -   AND the answer date is greater than 6 days of the date supplied        in response to the “Intake Date” question    -   AND the answer date is less than 13 days of the date supplied in        response to the “Intake Date” question

IF A and B are true THEN add score value 10 to Intake score.

Multiply the code fragments above by, for example, over 120 rules and itbecomes apparent that this would be a burdensome task with hard tomaintain code.

Various embodiments provide a server 12 as shown in FIG. 2 that definesa case management or customer relationship management system 1704 (seeFIG. 53) (and may or may not include screening rules and functionality).

In various embodiments, the screening tool 78 is one component of alarger case management system 1704 that runs on the server 12. In someembodiments the larger case management system is one that trackscontacts with clients and prompts professionals to keep in contact withthe clients and others to more quickly reach a disposition of a matter.The case management system is illustrated in a legal environment, butcould be employed in any enterprise that tracks data for customers orclients, such as professional services, etc. In some embodiments, thecase management system 1704 receives and stores intake details about alegal matter, and perform case management functions such as storingcontacts, managing workflow, tracking timelines, generating documents,automatically calculating dates when tasks should be performed, andallowing and storing communication between attorneys in a firm. In someembodiments, the case management system provides functions such as thosepossible using Abacus Law, Amicus Attorney, Needles, Time Matters, Clio,MyCase, or similar case management systems, client management systems,or customer relationship management (CRM) systems such as MicrosoftDynamics or Salesforce. Alternatively, the case management system may beseparate from the screening tool 78. In various embodiments, the casemanagement system provides functions as will now be described.

The logic tool of the invention evidenced in screening tool 78 is thefoundation for other case management tools in the case management systemsuch as a multitude of checklists 1706 (FIG. 53) and a multitude ofdashboards 1709 (FIG. 53).

The case management system 1704 provides checklists 1706 in someembodiments. In the context of a checklist 1706, the logic statementsare reflected in a checklist. The checklist 1706 comprises a set ofreminders designed to drive work flow for a particular type matter. Onereminder comprises a single task. Each reminder is its own logicstatement, in various embodiments. A matter may comprise any number ofchecklists and each checklist may contain any number of reminders.Certain types of matters may have default checklists in someembodiments, that can be edited if desired. Logic statements in thechecklist contain a multitude of parameters. For example, a logicstatement can be associated with a particular case type, or a particularentity involved in the case, (e.g., Case, Record Request, InsurancePolicy, Involvement, Note contents, etc.). In addition to associations,top-level logic statements are configured to further refine when areminder shows within an individual case. The logic statements whichcreate the reminder are configured with multiple levels of logic. Thelogic statements are created by a user or administrator by utilizing thelogic tool to select filters and triggers without the need ofprogramming knowledge or need for hard coding. For example, the logicstatement can dictate that a reminder appears to the user when theprescribed logic is fulfilled. Further logic factors on the reminder areconfigured to repeat the reminder over X number of days, when additionallogic conditions are met, and be associated with a merge document whichcan be presented to the user automatically after the logic conditionsare met.

FIGS. 19A and B, when placed side by side, illustrate a screen 550listing a plurality of specific checklists 552-566. There could be moreor fewer checklists defined by a user. For each checklist 552-566, thescreen 550 shows a client name 570, a user-definable checklist name 572,a check type 574 selectable from a plurality of predeterminedalternatives, filter conditions 576 summarizing what logic is used tofind items to be included in the checklist, a counter 578 (see FIG. 20B)showing the number of checklist items, and an element 580 (see FIG.20B), a hyperlink in the illustrated embodiments, which, when actuated,allows the checklist to be edited. More, fewer, or different items couldbe included in the screen 550.

The screen 550 further includes an element 582, a pull down menu in theillustrated embodiments, through which the type of checklists shown canbe changed. The different types of checklists, in the illustratedembodiments, include Case checklists, Record Request checklists,Insurance Policy checklists, Involvement checklists, and Notechecklists. FIGS. 20A and 20B illustrate the graphical user interface ofFIGS. 19A and 19B after a checklist type has been selected.

FIGS. 21A and 21B illustrate a graphical user interface screen 583listing a plurality of checklist items 584-595 included in one of thechecklists of FIGS. 19A and 19B. In the illustrated embodiments, thescreen 583 displays, for each checklist item 584-595, a checklist idnumber 600, a checklist template name 602, a checklist position number604, a checklist name 606, checklist filter conditions 608, checklisttrigger method 610, an indication 612 of days due, a repeatingindication 614, an indication 616 of whether there are limitations, anindication 618 of whether to keep the checklist after the trigger methodis triggered, an indication 620 of to whom the checklist is assigned, amail merge template 622 (if any), a name 624 of a parent (if any), anumber 626 of children, a comment 628 (if any), and an element 630 (ahyperlink in the illustrated embodiments) which, if actuated, allows thechecklist to be edited. The screen 583 also includes a pull down menu632 through which a user can select a checklist type. Checklists of theselected type are displayed on the screen 583. The screen 583 alsoincludes a box 634 for a checklist name, and a pull down menu 636through which a user can select a parent checklist item. The screen 583also includes a checkbox 638 for selecting roots only. More, fewer, ordifferent items could be included in the screen 583.

FIGS. 22A and 22B illustrate a graphical user interface screen 640showing logic details of one of the checklist items 589 of FIGS. 21A and21B. The screen 640 includes a box 643 into which a user can enter anumber to adjust the position of the checklist item, and an element 644showing the name of the checklist item. The screen 640 further includesan element 646, a hyperlink in the illustrated embodiments, which, ifactuated, allows a user to add another rule for the checklist of thescreen 640. The screen 640 further includes a pull down menu 648 throughwhich a rule condition type can be selected by a user. The screen 640further includes pull down menus 650 and 652 through which a person canbe assigned to the task. In the illustrated embodiments, the menu 650displays task assignees by role name. Alternatively, the user can usemenu 652 to select a task assignee by an individual's name. The screen640 further includes a text box 654 in which a user can enter a numberof days. The screen 640 further includes a pull down menu 656 throughwhich a trigger method type can be selected by a user, and a checkbox657 with which a user can indicate whether the date is repeating. Thescreen 640 further includes a pull down menu 660 through which a mailmerge template can be selected by a user. A letter, email, or text isautomatically generated, in some embodiments, using the mail mergetemplate, when the task of the checklist item is completed. The screen640 further includes an element 662 for saving or updating the checklistitem, and an element 664 for deleting the checklist item.

FIGS. 23A and 23B illustrate a graphical user interface showing a rulebeing added to the logic of the checklist item of FIGS. 22A and 22B.More particularly, in the illustrated embodiments, a rule is being addedusing pull down menus 666 and 668 requiring that the case type be EM1 toshow up in this checklist. The case types may be abbreviated indifferent ways for different firms. If the user decides, after all, thatthey do not want to add this rule, they can actuate a cancel element 670of the screen 640.

FIGS. 24A and 24B illustrate a graphical user interface showing acondition pull down menu 648 being pulled down from the graphical userinterface of FIGS. 23A and 23B. In the illustrated embodiments, thealternatives included in the condition pull down menu 648 relate toevents that may occur in a legal case matter, such as receipt of acomplaint, discovery, mediation, trial, etc. The events do not need tobe sequential.

FIGS. 25A and 25B illustrate a graphical user interface showing a taskdue timing pull down menu 656 being pulled down from the graphical userinterface of FIGS. 24A and 24B. In the illustrated embodiments, thealternatives included in the task due timing pull down menu 656 includedates of events that may occur in a legal case such as the date a caseis closed, the date of an incident giving rise to a legal claim, thedate of a statute of limitations, etc. The numerical valuescorresponding to these dates of events are stored in or calculated bythe case management system so that the user can create a task based on atype of event date without knowing the actual date when the eventsoccurred.

FIGS. 26A and 26B illustrate a graphical user interface showing a mailmerge options pull down menu 658 being pulled down from the graphicaluser interface of FIGS. 25A and 25B. Using the menu 658, a user canselect a mail merge form to be used for automatic generation of a letter(or email, text message, or fax in some embodiments) after the task hasbeen completed.

In addition to checklists, the case management system providesdashboards 1709 (FIG. 53) for users, in some embodiments. See, forexample, the screen 700 shown in FIGS. 27A, 27B, 27C and 27D. Adashboard includes a set of panels 702-705, in the illustratedembodiments. Each panel comprises a list of items (e.g., cases orentities) that all have the same characteristics, in the illustratedembodiments. For example, a panel 702-705 may contain all new legalcases obtained by a law firm within the last 7 days. The dashboardcreates for a user a broad view of the user's workload in a manner thathighlights the most pertinent matters, for example, stages of theworkload. In the context of a dashboard, logic statements drive the listin each panel, in which all items within the list comport to theconditions within the logic statement. The logic tool enables the useror administrator to create the logic behind the dashboard panels withoutprogramming knowledge and without the need for hard coding. Dashboardscan be associated with an individual user, an individual's role, aworkgroup (collection of users), a practice area, or firm wide.Dashboards comprise an unlimited number of lists, but, in someembodiments, contain the lists most pertinent to the user based on theuser's role (e.g., defines the users workload, presents the user withthe entire case load, etc.) Within a dashboard, lists can be configuredwith multiple levels of logic such that only cases meeting all of thelogic arguments appears to the user on the dashboard panel. If a case nolonger meets the logic requirement, the system 1704 automatically (ordynamically) updates the list and the updated panel is shown to the userin the dashboard.

In addition to the panels 702-705, the screen 700 further includes, inthe illustrated embodiments, a display area 708 that shows the totalnumber of cases being handled by the user or the firm, as well asdisplay areas 710 that show the number of cases the user or firm has fordifferent types of matter. Different firms may use different types ofabbreviations for matter types. For example, in the illustratedembodiments, L1 stands for a level one or standard automobile accidentcase. The screen 700 further includes display areas 712 showing numbersof cases for other categories, such as for each case type. The screen700 further includes, in the illustrated embodiments, a pull down menu714 through which a user can select dashboards for a particular attorneyor staff member. The screen 700 further includes, in the illustratedembodiments, a pull down menu 716 through which a user can selectdashboard lists of a certain type. The screen 700 further includes anelement 718 which, if actuated, causes a refresh of the numbers anddashboard lists based on current information.

In the illustrated embodiments, each dashboard panel 702-705 includes asettings element 720 which, when actuated by a user, brings up settingsoptions for the panel. Each panel 702-705 also includes entries such asentries 724-744 and a scroll bar 722 for scrolling through entries ifthere are more entries than fit in a display area allocated to a panel.Each entry 724-744 includes a unique identification number 746, a casestatus indicator 748, a case type indicator 750, a date 752, and theinitials 754 of the responsible attorney or staff member. In variousembodiments, the items included in each entry 724-744 areuser-configurable. For example, entity name, settlement amount, or othercase information can be shown in the panel 702-705.

In various embodiments, different users have different dashboards havingmultiple lists generated based on user-selected parameters. For example,one list could be for cases for which there has been no client contactin the last two weeks. Another list could be for cases for which aclient is waiting for medical treatment. The lists can act as task listsor to-do lists. When user actions are completed, the system 1704automatically (or dynamically) causes the item to disappear from thelist as the condition (e.g., no contact in the last two weeks) is nolonger true. The dashboard concept is very useful for efficiency. Thedashboards can be configured by workgroups so that multiple userdashboards may be aggregated. For example, a supervisor can view tasksthat he or she needs to complete as well as tasks that the supervisorhas assigned to subordinates.

FIGS. 28A and 28B illustrate a graphical user interface screen 760showing definitions 762-765 for dashboard items 702-705. Each definition762-765 includes a title 768, an internal name 770, user-definablefilter conditions 772, alert filter conditions 774, user-definablecolumns 776 included in each dashboard list, a sort order 778, a flag780 indicating whether the definition is used in the dashboard, and anelement 782 which, if actuated, allows a user to edit the definition762-765. The screen 760 further includes a pull down menu 784 throughwhich a user can select a dashboard and a pull down menu 786 throughwhich a user can select a dashboard type.

FIGS. 29A, 29B, 29C and 29D illustrate a graphical user interface screen790, similar to the screen 760, except showing how definition rules canbe edited, added, or deleted to define one of the dashboard lists. Moreparticularly, in the illustrated embodiments, definition 764 has beenselected for potential editing. The screen 790 includes a text box 792in which the title 768 can be edited, a text box 794 in which theinternal name 770 can be edited, and a list of parameters 796-799, anyof which can be removed by clicking on an “x” element adjacent theparameter name. The screen 790 further includes a pull down menu 802through which a user can add a parameter. The screen 790 furtherincludes rules 804-807, any of which can be removed by clicking on an“x” element adjacent the rule name, and an element 810 which, whenactuated by a user, allows a new rule to be added. The screen 790further includes a pull down menu 812 through which a user can copy fromanother case list, an update item 814, a cancel button 816, and a deletebutton 818.

FIGS. 30A, 30B, 30C and 30D illustrate a graphical user interface screen820, similar to the screens 760 and 790, except showing how dashboardlist definition 765 is added. As shown in FIGS. 31A, 31B, 31C, and 31D,a case rule pull down menu 902, corresponding to pull down menu 802 ofFIGS. 29A and 29B, is pulled down from the graphical user interface ofFIGS. 30A and 30B by a user. FIGS. 32A, 32B, 32C, and 32D show a secondcase pull down menu 904 being pulled down from the graphical userinterface of FIGS. 30A and 30B.

FIGS. 33A, 33B, 33C, and 33D show a rule being added to the definition765 using pull down menus 906 and 908. In the illustrated embodiments, arule is being added that requires a case type to be “L1” or level one toappear in the list defined by definition 765.

FIGS. 34A, 34B, 34C, and 34D show another rule, relating to case statusin the illustrated embodiments, being added to the definition 765 usingpull down menus 910 and 912.

FIGS. 35A, 35B, 35C, and 35D show yet another rule, relating to casestatus change in the illustrated embodiments, being added to thedefinition 765 using pull down menus 914 and 916.

FIGS. 36A, 36B, 36C, and 36D show yet another rule, relating to amarketing source in the illustrated embodiments, being added to thedefinition 765 using pull down menus 918 and 920.

Thus, some embodiments provide a method for displaying task listinformation in a user interface, the method including: displaying, on ascreen, the total number of open matters being handled by a law firm anddynamically adjusting the number as matters are opened and closed;displaying, on the screen, for respective practice areas, the number ofopen matters for each practice area and dynamically adjusting thenumbers as matters are opened and closed; and displaying, on the screen,in a grid, a number of lists, the lists displayed being user selectablefrom a plurality of available lists, respective lists including rowsrespectively including a matter number, practice area, matter name,attorney initials, and assistant initials. In some embodiments, theavailable lists include a list of new matters opened in a certain periodof time, such as in the last seven days. In some embodiments, theavailable lists include a list of cases rejected by the firm in acertain period of time, such as in the last seven days. Each listincludes a user-actuatable element which, if actuated, maximizes a listsuch that only the maximized list is visible, in some embodiments. Insome embodiments, the matter numbers are hyperlinks that, if actuated,cause a matter screen to be displayed in which detailed informationabout the matter is shown, such as client name, date of birth, incidentlocation, incident location, and incident date. In some embodiments, thematter screen further displays notes, reminders and documents. In someembodiments, the matter screen further displays information regarding asource of the client.

In some embodiments, a list of buzzwords can be created, as will bedescribed below in more detail. FIGS. 37A and 37B show an administratoruser interface screen 950 from the case management system 1704 (see FIG.53) showing a list of rows 952 containing buzzwords. More particularly,in the illustrated embodiments, the rows 952 include a column 954 forbuzzwords, a column 956 containing information associated withrespective buzzwords, and a column 958 containing hyperlinks such asuniform resource locators (URLs) for websites, or a path to a specificfile on the user's network, providing information about respectivebuzzwords. In the illustrated embodiments, the rows 952 further includeEdit links 960. If a link (or button or other element in alternativeembodiments) 960 of a row 952 is clicked or actuated by a user, the usercan edit the buzzword of the row, using a screen area 962 (shown inFIGS. 38A and 38B). The screen 950 further includes a new buzzwordbutton (or link or other element) 964 which, if actuated, brings up ascreen area similar to the screen area 962 except with blank text boxesfor setting up a new buzzword.

FIGS. 38A and 38B show an administrator user interface screen area 962for editing or adding a buzzword. In the illustrated embodiments, thescreen 962 was generated after a user clicked on a link 960 (see FIG.37B) for the row 966. In the illustrated embodiments, the screen area962 is a pop up or expanded area of the screen 950. In some embodiments,where a buzzword is being edited (see FIGS. 38A and 38B), the screenarea 962 is a height expanded area or otherwise displayed within therows 952 of buzzwords. The screen area 962 includes a text box 968 forthe buzzword, in the illustrated embodiments. The screen area 962further includes a text box 970 with the information (from column 956shown in FIG. 37A) about the buzzword, in box 968, that will be shown toa user when a buzzword is typed, in the illustrated embodiments. Thescreen area 962 further includes a text box 972 with the hyperlink (fromcolumn 958) for the buzzword in box 968, in the illustrated embodiments.Text may be entered or edited in the boxes 968, 970, and 972. The screenarea 962 further includes a button 974 which, if clicked by a user,updates a buzzword (or completes the creation of a new buzzword), abutton 976 which, if clicked by a user, deletes an existing buzzword,and a button 978 which, if clicked by a user, cancels the editing (orcreation) of the buzzword. If a buzzword is being added, the screen area962 appears below the rows 952 or as a new screen or pop up, in someembodiments.

In some embodiments, only certain users (e.g., administrators), having ahigher clearance than other users, may add or edit buzzwords.

FIGS. 39A, 39B, 39C, and 39D show a user interface screen 1000 from thecase management system 1704 (FIG. 53). In the illustrated embodiment,the system organizes the database to maintain separate database areasfor separate matters, customers, or projects. A matter may be a legalmatter, for example. In the illustrated embodiments, a particularmatter, as shown in FIGS. 39A, 39B, 39C, and 39D includes information(e.g., stored in fields in one of the databases) for the matter orproject number 1002, the name 1004 of the client or customer, theclient's date of birth 1006, the client's role 1008, the client'slanguage 1010, the case or project type 1012 (or priority or importancelevel), a damages category 1014, case status 1016, the department 1018in the firm handling the matter, the source (if any) 1020 of the client,the name of the person 1022 who referred the client (if applicable), thestate 1024 in which the incident occurred, the state 1026 whose statuteof limitations controls, the age 1028 of the case, the value 1030 of thecase, the tolling date 1032 (if applicable) for the statute oflimitations, the statute of limitations date 1034, the incident date1036, the matter closed date 1038, the matter opened date 1040, thehealth insurance company 1042, primary recovery source (e.g., insurancecompany) information 1046, the negotiator 1048, information 1050 aboutthe location of the physical file (if any), the primary attorney 1052(initials, nickname, or full name), and the paralegal 1054 (ifany)(initials, nickname, or full name), and date 1055 of the last note.Fewer, more, or different items can be stored for each matter or projectin alternative embodiments depending on the type of matter or businessand what data is value for a project or customer. Some items may be leftblank for some cases if the information is missing, unknown, orinapplicable.

In some embodiments, the screen 1000 of FIGS. 39A, 39B, 39C, and 39Dmore particularly includes a notes panel or screen area 1056 thatincludes all this information for a matter whose number is indicated in1002, as well as a list of notes 1708 associated with the matter whosenumber is indicated in 1002. The screen 1000 includes multiple differentcollapsible and expandable panels including the notes panel 1056. Insome embodiments, the panels can be rearranged by a user in any desiredorder. In the illustrated embodiment, a user can quickly scroll throughthe area 1056 by dragging a scroll bar 1058 or by actuating down or uparrows 1059 or 1060. A user can also move through notes one row at atime by clicking on a note and then hitting up or down keyboard buttonsor clicking on navigate up button 1061 or navigate down button 1063. Auser can also navigate to the top of the list of notes by clicking ontop button 1065 or bottom button 1067. As a user moves up or downthrough the list, the details for a note corresponding with a rowhighlighted in area 1056 are displayed in a preview screen area 1074.Thus, it is not necessary to open the note to see the contents of thenote.

The list of notes includes columns for the note's ID 1062, the note'stopic 1064, the author 1066 of the note (initials or full name), thenote creation time and date 1068 (could be separate columns inalternative embodiments), the start 1070 of the body of the note (or thesubject of the note), and an element 1072 indicating whether the note isopen or closed. The topic 1064 for a note can be changed by rightclicking on the topic name for a note. The user is then presented with apop up window or area including a list of topics and can click on any ofthe presented topics.

One of the notes 1708 displayed in the area 1074 can be copied toanother matter, case, or file by typing the matter number in the textarea 1076 and clicking copy button 1079. Alternative methods ofindicating the destination matter are possible, such as by scrollingthrough a list of cases and clicking on the desired destination. Copyinga note can be useful when there are companion cases, for example. Thereis an ability to search for text anywhere in the matter by typing asearch term in a window 1003.

A note can be printed by clicking on a print button 1080, in theillustrated embodiments. A new note can be composed for a matter byclicking on an open button 1082.

The preview area 1074 also displays a note number 1084, a matter number1086, the author 1088, the recipient or recipients 1089, a subject 1090,and a creation date 1091 and date modified 1092.

A note can be opened, instead of just being previewed, by clicking on abutton or element 1093, which brings up a rich text editor window orscreen area 1094 as shown in FIGS. 40A, 40B, 40C, and 40D that providesadditional functionality.

When composing or editing a note in the area 1094 (FIGS. 40A, 40B, 40C,and 40D), it is possible to use bolding, italics, and underlines (usingbuttons 1095, 1097, and 1099, respectively), and the note isspellchecked. Each term or word typed is spellchecked against adictionary which can be an internal or external dictionary to highlightand/or correct common misspellings in accordance with commonly knownspellcheckers. In some embodiments, the spellcheck occurs in the mannerdisclosed in U.S. Pat. No. 5,604,897, which is incorporated herein byreference. In the illustrated embodiments, the spellcheck is performedon the fly as each word is typed. In other embodiments the spellcheckcan be performed after the note has been completed. Other featurescommon in rich text editors are also provided, in various embodiments.

In addition to being spellchecked, terms typed into the area 1094 arecompared against the buzzwords. If there is a match, a pop up 1096 orother display indication is provided (see FIGS. 41A, 41B, 41C, and 41D)to indicate to the user that there is a match against a buzzword. Abuzzword can be, for example, the name of a drug, procedure, product,problem, or other item that can lead to an opportunity for additionalmarketing or to solve a problem. A certain drug can cause a certainproblem, for example. A client may be being treated using that drug inan unrelated matter. When a user types the drug name in the area 1094for a note in the unrelated matter, the pop up provides an indication tospeak to other staff members or to consider opening a new matter, forexample. Further, buzzwords can include common misspellings of otherbuzzwords so that the buzzword comparison captures relevant occurrenceseven if the potential buzzword is spelled incorrectly. For example, if abuzzword is created for the word “Antihistamine,” the buzzword list caninclude common misspellings such as “antihystamine,” “anti-histamin,”“antihisstamin,” auntyhistamine,” “anthistamyn,” “antihystamyn,”“antihistimyne” and “antyhistimin,” etc.

If the user interacts with the buzzword, such as by clicking on the popup or display area 1096, a new window or display area 1098 appears (seeFIG. 42) that provides information about the term that triggered the popup. In the illustrated embodiments, the display area 1098 is a browserwindow that is launched with a hyperlink that is shown in the area 972of the administrative screen of FIGS. 38A and 38B. Such display areasare collectively referred to as descriptive pages.

FIG. 43 is a flowchart illustrating operation of method 1100. In 1102, alist of buzzwords is defined; e.g., in a database such as database 40 or42.

In 1104, each buzzword is associated with a descriptive page, such as bymaking an entry in the database associating each word with a hyperlinkor document. The descriptive pages can be, for example, web pagesdefining or describing the significance of the buzzword.

In 1106, while a note is being composed (e.g., in a rich text window),each term or word typed is compared to terms in the buzzword list. Insome, but not all embodiments, each term or word typed is alsospellchecked against a dictionary which, in the illustrated embodiments,is separate from the buzzword list. In the illustrated embodiments, thebuzzword check is performed on the fly as each word is typed. In otherembodiments, the buzzword check can be performed after a note has beencompleted.

In 1108, a determination is made as to whether a term in the notematches a term in the buzzword list.

If so, in 1110, a pop up or other element is displayed to indicate tothe user that the term matches a buzzword. The user may then consider(or seek clarification from other people in the organization) whetherthere is an opportunity for cross-selling or for selling additionalservices. If not, the process continues to 1116.

In 1114, the descriptive page is displayed to the user. The descriptivepage may be a webpage for the hyperlink associated with the buzzword, adocument in a word processor, or some other type of document in anapplication or browser helper that exists on the Internet or on theuser's network (including possibly on the user's own computer). Thedescriptive page display may take over the screen or may be in aseparate window that appears. The user may close the page, such as byinteracting with a graphical element, as any browser or word processoris closed, to return to the note being typed.

In 1116, the process proceeds to the next word or term being typed inthe note until the note is completed. Upon completion, the note is savedto a particular matter or customer file.

A user can also search notes for all files to look for a buzzword or anew term. In 1118, a determination is made as to whether the userrequested a search of notes to determine if a particular buzzword can befound in any of the notes.

If so, in 1120, the process performs the search and displays a list ofhits (notes that contain the searched buzzword).

For example, if it is newly determined that a certain drug causes acertain disease, the notes of existing and completed client matters canbe searched for that drug name (or the chemical composition of the drugor the name of generic equivalents). This may lead to existing orprevious clients who may have a need to start a new matter. Thisprovides a marketing opportunity.

The method of FIG. 43 can also be employed in a customer relationshipmanagement system for any type of business (not necessarily a lawbusiness).

Email is a form of communication that is frequently used in businesses.In many cases, email clients are used apart from a business entity's CRMor CMS. Users typically need to “copy-and-paste” email data into the CMSto associate the email data with a particular file, matter, or customer.Human “copying-and-pasting” is time consuming and, at times, prone toerror as text may be omitted inadvertently.

If there is an attachment (e.g. .PDF) the attachment is typically heldin a separate location (e.g. network file server) or, for a moreadvanced CRM or CMS, can be manually uploaded into a document section ofthe CRM or CMS.

In various embodiments, the system 10 includes a mail server 1702 (seeFIG. 53) and users have email client applications at their workstations,in addition to the case management system 1704 described herein.Frequently, the users will receive email from clients (customers), otherattorneys, adjusters, or other people concerning a matter in the casemanagement system 1704. They do not need to cut and paste the contentinto the case management system 1704 in the illustrated embodiments.

In various embodiments, the case management system 1704 databasestructures have case numbers, file IDs, or file numbers for each file(e.g., case number “1000000”). The case number serves as the customer orclient file address within the case management system 1704, in theillustrated embodiments.

The case management system 1704 is configured to have a system emailaddress (e.g., CMS@InnovativeCMS.com) in various embodiments. Thisallows for any email client of any kind to send an email to the casemanagement system 1704. When a case number is included in the subjectline and identified by predefined special characters such as brackets(e.g., “[1000000]”) and sent to the system email address (e.g.,CMS@InnovativeCMS.com), the email is “captured” into the client recordautomatically, and if any file attachment is present, the files are heldin the file section of the client management system.

Some embodiments of the system 10 provide (see FIG. 44) widgets oradd-ons (including command menu items) to email clients applicationinterfaces 1300 that add menu items or buttons, e.g., 1304 to allow auser to send an email directly to the notes area for a specific case ormatter (see FIG. 45A-45D) in the case management system 1704 using anemail client external of the case management system 1704. In someembodiments, when the user actuates a button 1304, while composing anemail, the user is prompted for a case number in a screen area or (e.g.,pop-up) window 1306. After typing the case number into a text area 1308and clicking on an OK button 1310 (or hitting an enter key on the user'skeyboard), the external email becomes a note (described above) of thecase management system 1704 and is shown as a new row 1312 in the listof the area 1056. The screen area 1306 also includes a cancel button1314 for cancelling the email. The email is also stored as a sent itemin the email client application. It is also possible to right click on amessage from the email client, such as from an inbox or from a list ofsent email items, which brings up a command menu containing a menuoption to send an email to the case management system 1704. When thismenu option is selected, the window or screen area 1306 pops up orappears having the text box 1308 into which a case number or identifiercan be entered. The sent message is then sent to the case managementsystem 1704 and becomes a new note shown in the top row in FIGS. 45A,45B, 45C, and 45D. A preview 1314 of the new note is shown in a previewarea in FIGS. 45B and 45D.

FIG. 46 shows a user interface from an external email client using withan email is being composed that includes an attachment. FIGS. 47A, 47B,47C, and 47D show a screen 1350 from the case management system 1704.When an external email that is sent to the case management system 1704includes an attachment 1318, the system 1704 automatically saves theattachment in (and the attachment is later available from) a files area1320 of the case management system 1704 containing files for each case,separate from the notes. Files in the files area 1320 can be organizedbased on labels or tags. The system 1704 provides filter buttons in thedocuments area of the user interface that allow certain documents to beshown to the exclusion of other documents. The user interface shown inFIGS. 47A, 47B, 47C, and 47D includes filter buttons 1324-1329 thatallow a user to change the items shown in the area 1320 by filteringbased on labels associated with the files by clicking on the desiredfilter buttons. The filtered files are shown in a list 1322 in the filesarea. The list 1322 includes rows 1352-1357, each row representing adifferent document. Each file row includes, in the illustratedembodiment, a column 1334 for a file name, a column 1336 for a category,a column 1338 for initials for the creator of the file, and a column1340 for a creation date. The row 1352 indicates that the attachmentfrom FIG. 46 has been received into the case area for the case whosefile number was indicated in text box 1308 of FIG. 46.

The rows 1352-1357 define hyperlinks in the illustrated embodiments.Clicking on a row 1352-1357, in the illustrated embodiment, brings up apreview of the file or additional commands in the same area 1320, suchas in an area immediately below the row describing the file. Clicking onthe preview or on a link in the preview area 1360 results in the filebeing launched in a viewer (e.g., a Chrome viewer or plug-in) or anapplication appropriate for the file type. In other embodiments, or forcertain file types, clicking on a row 1352-1357 for a file launches aviewer or application that opens the file.

Email messages can also be sent directly from the case management system1704. FIGS. 48A and 48B show a user interface screen 1400 for a case ormatter whose case number is shown in area 1402. The screen 1400 includesa share button 1404 which, if clicked by a user, brings up a menu orscreen area with a plurality of share option elements including a printbutton 1406, an external email button 1408 (e.g., for sending emailexternally from the case management system 1704), an intake button 1410for bringing up a client intake screening questionnaire as describedabove, such as the one shown in FIG. 7 for example, and an internalemail button 1412 (e.g., for sending an email within the case managementsystem 1704 to another user of the case management system 1704 or to aspecific case or matter. Other buttons or screen areas for launching anemail could be employed. After the button 1408 is clicked, a composeemail screen or screen area 1420 pops up or is displayed (see FIGS. 49Aand 49B).

The screen area 1420 displays at 1422 an indication of the case numberfrom which the email originates, and has a text box 1424 in which thesender's email address is pre-filled and can be changed. By default, theattorney responsible for the case is pre-filled as the sender, in someembodiments. The screen area 1420 also has a text box 1426 in which theaddressee's initials or email address can be typed. Initials areresolved into an email address for users of the case management system,in some embodiments. Multiple addressees can be provided by separatingtheir addresses or initials with a space or comma. The screen area 1420also has text boxes 1428 and 1430 for closed copying and blind closedcopying additional recipients. The screen area 1420 further has a textbox 1432 for a subject. In some embodiments, the case number for thecase from which the email was launched is indicated in the subject textbox 1432 (e.g., the case number is prefilled in part 1434 of the subjecttext box 1432). More particularly, in the illustrated embodiments, thecase number is surrounded by predetermined special characters such assquare brackets when prefilled in the subject text box 1432. The subjecttext box 1432 can be edited by the user, if desired, such as to add moreinformation.

The screen area 1420 further includes an email body area 1436 for thebody of the email. In the illustrated embodiments, the email body area1436 contains a hyperlink 1438 to the case. The recipient can use thehyperlink 1438 to access the case in the case management system 1704 ifthey are an authenticated user (e.g., they have credentials that allowthem to access the case management system 1704 and are either logged inor able to log in). The hyperlink 1438 takes them directly to the areafor the case such as to the screen 1400. The body area 1436 can beedited by the user, if desired, such as to add more information orotherwise change the text. In the illustrated embodiments, the screenarea 1420 further includes a list 1440 of files available in the filesarea of a case, that can be attached to an email. In the illustratedembodiment, a user can select which of the files the user wants toattach, such as by checking checkboxes; e.g., 1442 or by using otherselection devices provided in the user interface. The screen area 1420also includes a send button 1446 which, if clicked by a user, causes theemail and its file attachments to be sent. The screen area 1420 alsoincludes a cancel button 1448 which, if clicked by a user, cancels theemail.

FIGS. 50A and 50B show a user interface screen 1500 from the externalemail client showing an email 1502 received from the client managementsystem and including an attachment that was selected by checkingcheckboxes. The email was sent from the client management system using ascreen such as the screen 1420 and has an attachment 1446 that was sentin FIGS. 49A and 49B. The subject line 1424 of the email includes thecase number of the case from which the email was sent, using the casemanagement system 1704. More particularly, the subject 1424 of the emailincludes the prefilled part 1434 of the subject text box 1432 unless itwas changed by the user. The email also includes, in its body, thehyperlink 1438, in some embodiments. Clicking on the hyperlink 1438brings up the case in the case management system. The attachment orattachments selected using checkboxes such as the checkboxes 1442 and1444 are attached. Only one attachment is shown in screen area 1446.

FIGS. 51A, 51B, 51C, and 51D show a user interface screen 1550 for thecase or matter whose case number is shown in area 1552. The case is thesame as the case from which the email was sent in FIGS. 50A and 50B. Thesent email 1502 is shown in the notes section 1554 for the case and apreview of the email 1502 is shown in the preview area 1556.

FIG. 52 is a flowchart illustrating a method 1600 of using an emailclient external of the system 10 to send an email to the case managementsystem 1704.

In 1602, the system 10 receives an email from an external email client.

In 1604, the system 10 makes a determination as to whether or not theemail is a system inbound email. To be a system inbound email, it wouldhave to be addressed to the predefined system email address (e.g.,CMS@InnovativeCMS.com). If so, the system proceeds to 1608. If not, thesystem proceeds to 1606.

In 1606, the system 10 rejects the email. In various embodiments, norejection reply is sent in case the sender is a spammer and receiving areply may validate that they have reached an active email address. Insome embodiments, 1604 and 1606 are performed by the email server 1702of the system 10 (see FIG. 53), which may be an Exchange server.

In 1608, the system 10 makes a determination as to whether the email isbeing sent from an approved domain. Domains of known users arewhitelisted by an administration, in various embodiments. If so, thesystem proceeds to 1610. If not, the system proceeds to 1606 where theemail is rejected.

In 1610, the system 10 makes a determination as to whether the emailcontains a valid case number in its subject line (e.g., enclosed withspecial characters such as brackets, in some embodiments). If so, thesystem proceeds to 1612. If not, the system proceeds to 1606 where theemail is rejected. In some embodiments, 1610 is performed by the emailserver 1702 of the system 10 (see FIG. 53), which may be an Exchangeserver.

In 1612, the system 10 routes the email to the notes section of the casewhose case number is indicated in the subject line and, if there areattachments, the attachments are removed and are added to the case. Insome embodiments, the attachments are renamed, such as to use astandardized naming convention. In other embodiments, the attachmentsare not renamed. In some embodiments, but not all, in 1612 a reminder iscreated for the primary professional user responsible for that case. Insome embodiments, 1612 is performed by the system 1704.

This routing of email saves multiple extra steps for the user and makesthe file system uniform. A user would otherwise have to save theattachment to a file share and then upload the file into the system 10.As most email attachments (e.g., within predetermined size limits) areautomatically inserted into the file section, any user knows to look forattachments in the file section. The users don't need to cull throughthe case notes to find attachments, or worse, some file server whichrequires a network and remote connectivity apart from the system 10.

FIG. 53 is a hardware block diagram showing the case management system1704 and the email server 1702. The email server 1702 can be an Exchangeserver, for example, and includes a processor (or multiple processors ormultiple cores) 1710, a network adapter 1712 for coupling the server1702 to the network 20 (e.g., to the Internet), and a memory 1714 which,among other things, stores emails.

The case management system 1704 uses the processor 30, network adapter32, and memory 33 described previously. In various embodiments, thememory 33 includes a database (e.g., 40) that stores, for each case, acase number 1714, notes 1708, dashboards 1709, documents 1320, andchecklists 1706 as described above, as well as client information 1720,reminders 1722, ledger entries 1724 (e.g., payments and receipts for acase such as payments to medical providers or payments from insurancecompanies), litigation information 1726, settlement administrationinformation 1728, incident information 1730, coverage information 1732(e.g., insurance company coverage), involvement information 1734, andrelated case information 1736. The database also includes buzzwords1740-1743 and, for each buzzword, an associated description 1750-1753,and an associated hyperlink 1760-1763. The case management system 1704also defines a location for reports for each user, using the database40.

Various embodiments provide systems and methods for routing a report tothe report location for a user.

FIG. 54 shows a logic flow diagram in accordance with some embodiments.Upon receiving an email 1901 to the system email address, if the subjectof the email contains a case number identified by predefined specialcharacters such as brackets (e.g., “[1000000]”), the system 10 followsthe logic of 1902. The system 10 confirms 1904 that the email was sentfrom a whitelisted domain. If not, the email is rejected. The system 10confirms 1906 that the case number included in the subject of the emailis a valid case ID. If not, the email is rejected. If the email is avalid email, the system 10 inserts 1908 the body of the email into thecase notes 1708 and if any file attachment is present, the system 10detaches the attachment and inserts it into the file section of the casemanagement system 1704. This is substantially similar to what wasdescribed above in connection with FIG. 52.

If, on the other hand, the email has an attachment and the subject ofthe email contains a user ID (e.g., identified by predefined specialcharacters such as brackets (e.g., “[1000000]”), the system 10 followsthe logic of 1920. Other methods of indicating that the email is areport for a user could be employed (e.g., by sending from or to apredetermined email address). The system 10 confirms 1922 that the emailwas sent from a whitelisted sender email address. If not, the email isrejected. The system 10 confirms 1924 that the user ID included in thesubject of the email is a valid user ID. If not, the email is rejected.If the email is a valid email, the system 10 detaches 1920 theattachment and inserts it into the user's reports or attachment section1928 (see FIG. 55).

In some embodiments, the email is considered to have a report as anattachment only if the attachment has a size above a predeterminedconfigurable size (e.g., 50 kb), so as to ignore email signatures orsimilar items that are common in emails.

FIGS. 55A, 55B, 55C, 55D, 55E, 55F, 55G, and 55H show a user interfacescreen 1940 from the case management system 1704. In the illustratedembodiment, the system 10 displays information specific to an individualuser in the screen 1940. A user may configure what information is shownon the screen 1940 and configure the size of each screen section or area1942, 1944, 1946, and 1928. In the illustrated embodiments, a particularuser's screen 1940 includes information (e.g., stored in fields in oneof the databases) for a reminders section 1942, for an outstandingrequests for records (e.g., medical records) section 1944, for a recentor watched matters section 1946, and for the reports section 1928described above.

The reports section 1928 includes a list (e.g., rows) of reportsincluding email attachments wherein, if a report from the list ofreports is actuated, the report is opened. More particularly, eachreport in the list has a title 1950, and a date 1952 (e.g., date ofreceipt of the report or date of creation of the file). If one of thetitles 1950 is clicked, the report is opened in a viewer or applicationappropriate for the file type.

Each report in the list also has a group name 1948 indicating a group ofusers associated with the report. The report will appear in a reportssection 1928 of all users who belong to the group 1948. The section 1928of the screen 1940 includes filters 1954 and 1956 and a “clear filters”element 1958 using which a user may toggle reports to be shown or notshown in the section 1928. The filter 1954 is used to toggle reports fora group and the filter 1956 is used to toggle reports for an individualuser.

The reports function allows files or reports emailed from any thirdparty reporting tool (e.g., Crystal Reports or Microsoft AccessDatabases) to be captured into the system 10 which means the user of thesystem 10 need only look at one location for all information. Thisallows for the system 10 to become an information aggregator. Aspreviously indicated, the system 10 is not limited to use in legalbusinesses. The system 10 could be used, for example, for real estateagents to track leads. Real estate agents may use both their locallisting service as well as third party tools. If different real estateagent tools have email reporting, the system 10 is able to capture both,and the agent would simply logon to the system 10 to easily see both onthe home page 1940.

While various specific graphical user elements have been shown anddescribed, just as pull down menus, buttons, hyperlinks, text boxes,checkboxes, etc., other types of graphical user interface elements thatperform similar functions could be employed.

While certain functions are illustrated as being performed in certainblocks, it should be understood that various functions may be performedin other blocks or in a combination of blocks. The blocks do notnecessarily correspond to software functions or routines, to integratedcircuits or to circuit blocks. Multiple blocks may be defined by asingle function, routine or integrated circuit or a single block may bedefined by multiple functions, routines or integrated circuits.

While some embodiments disclosed herein are implemented in software,alternative embodiments comprise hardware, such as hardware includingdigital logic circuitry. Still other embodiments are implemented in acombination of software and digital logic circuitry.

Various embodiments comprise a computer-usable or computer-readablemedium, such as a hard drive, solid state memory, flash drive, floppydisk, CD (read-only or rewritable), DVD (read-only or rewritable), tape,optical disk, floptical disk, RAM, ROM (or any other medium capable ofstoring program code excluding a carrier wave or propagation signal)bearing computer program code which, when executed by a computer orprocessor, or distributed processing system, performs various of thefunctions described above.

Some embodiments provide a carrier wave or propagation signal embodyingsuch computer program code for transfer of such code over a network orfrom one device to another. The term “non-transitory,” if used in theclaims, is meant to exclude only such a carrier wave or propagationsignal. In compliance with the patent laws, the subject matter disclosedherein has been described in language more or less specific as tostructural and methodical features. However, the scope of protectionsought is to be limited only by the following claims, given theirbroadest possible interpretations. The claims are not to be limited bythe specific features shown and described, as the description above onlydiscloses example embodiments.

We claim:
 1. A system comprising: a server having a plurality of usersauthorized to access the case management server, respective users havinguser IDs for use in accessing the server, the server having a systememail address for receiving emails and the case management serverincluding: a processor; and a memory coupled to the processor anddefining a database organized to include a plurality of matters, and,for each matter, the database including fields configured to store aname of the client, fields describing the client, a files locationassociated with the matter, and a notes location associated with thematter, and the database further including reports locations forrespective users; the system being configured to, in response toreceiving an email having a subject line and body, determine whether theemail subject line contains a user ID and, the system being configuredto, in response to the subject line containing a user ID: determine ifthe email was sent from a preapproved sender and, if not reject theemail; and detach an attachment from the email and place the attachmentin the reports location for the user having a user ID matching the userID in the subject line of the email.
 2. A system in accordance withclaim 1 wherein respective matters have case numbers, and wherein thesystem is configured to determine if the subject line contains a casenumber.
 3. A system in accordance with claim 2 and configured to, inresponse to the subject line containing a case number: determine if theemail was sent from a preapproved domain and, if not reject the email;and detach an attachment from the email and place the attachment in thefiles location associated with the matter matching the case number inthe subject line.
 4. A system in accordance with claim 1 and configuredto determine whether the email is addressed to a system email addressfor the case management server and, if not, reject the email.
 5. Asystem in accordance with claim 1 and configured to, in response to thesubject line containing a user ID, determine whether the user ID in thesubject line matches a valid user ID for the case management server and,if not, reject the email.
 6. A system in accordance with claim 1 whereinrespective matters have case numbers and wherein the system isconfigured to determine if the subject line contains a case number and,in response to the subject line containing a case number, determine ifthe email subject line contains a case number matching a database mattercase number and, if not, reject the email.
 7. A system in accordancewith claim 1 and configured to generate for respective users, agraphical user interface including a list of reports including emailattachments wherein, if a report from the list of reports is actuated,the report is opened.
 8. A system in accordance with claim 7 wherein thegraphical user interface includes, for respective reports, a group nameindicating a group of users associated with the report.
 9. A methodcomprising: defining a database accessible to a plurality of usershaving respective user IDs and organized to include information for aplurality of matters and, for each matter, the database include fieldsconfigured to store a name of a client, and fields describing theclient, a files location associated with the matter, and a noteslocation associated with the matter, the database further includingreports locations associated with respective users; in response toreceiving an email having a subject line, body, and attachment:determining whether the email subject line contains a user ID and, inresponse to the subject line containing a user ID: determining if theemail was sent from a preapproved sender and, if not rejecting theemail; and detaching the attachment from the email and placing theattachment in the reports location for the user having a user IDmatching the user ID in the subject line of the email.
 10. A method inaccordance with claim 9 wherein respective matters have case numbers,the method further comprising determining if the subject line contains acase number.
 11. A method in accordance with claim 10 wherein the methodfurther comprises, in response to the subject line containing a casenumber: determining if the email was sent from a preapproved domain and,if not rejecting the email; and detaching an attachment from the emailand placing the attachment in the files location associated with thematter matching the case number in the subject line.
 12. A method inaccordance with claim 9 and further comprising determining whether theemail is addressed to a system email address for a case managementserver configured to access the database and, if not, rejecting theemail.
 13. A method in accordance with claim 9 and further comprising,in response to the subject line containing a user ID, determiningwhether the user ID in the subject line matches a valid user ID for thecase management server and, if not, rejecting the email.
 14. A method inaccordance with claim 9 wherein respective matters have case numbers,and wherein the method further comprises determining if the subject linecontains a case number and, in response to the subject line containing acase number, determining if the email subject line contains a casenumber matching a database matter case number and, if not, rejecting theemail.
 15. A method in accordance with claim 9 and further comprisinggenerating for respective users, a graphical user interface including alist of reports including email attachments wherein, if a report fromthe list of reports is actuated, the report is opened.
 16. A method inaccordance with claim 15 wherein the graphical user interface includes,for respective reports, a group name indicating a group of usersassociated with the report.
 17. A method comprising: providing a server,the server including a memory and a processor coupled to the memory, theserver being configured to authenticate users based on user IDs andpasswords for access to the server; defining a database in the memory,the database being organized to include information for a plurality ofmatters, respective matters having case numbers, and, for each matter,the database include fields configured to store a name of a client, andfields describing the client, a files location associated with thematter, and a notes location associated with the matter, and reportslocations associated with respective users; in response to receiving anemail having a subject line, body, and attachment: determining whetherthe email subject line contains a user ID and, in response to thesubject line containing a user ID: determining if the email was sentfrom a preapproved sender and, if not rejecting the email; and detachingthe attachment from the email and placing the attachment in the reportslocation for the user having a user ID matching the user ID in thesubject line of the email; and determining whether the email subjectline contains a case number matching a case number in the database and,in response to the subject line containing a case number: determining ifthe email was sent from a preapproved domain and, if not rejecting theemail; and detaching an attachment from the email and placing theattachment in the files location associated with the matter matching thecase number in the subject line.
 18. A method in accordance with claim17 and further comprising determining whether the email is addressed toa system email address for the server and, if not, rejecting the email.19. A method in accordance with claim 17 and further comprisinggenerating for respective users, a graphical user interface including alist of reports including email attachments wherein, if a report fromthe list of reports is actuated, the report is opened.
 20. A method inaccordance with claim 19 wherein the graphical user interface includes,for respective reports, a group name indicating a group of usersassociated with the report.